ACH Universal allows you to easily create ACH (and EFT) transactions for:
• Direct Deposit for employees
• Collections from customers
• Payments to vendors and governmental agencies
Not sure where to even start?
Then this is the place for you.
Note: Before you begin, confirm that ACH Universal and QuickBooks are both running on the same computer.
You can create a test ACH/Nacha file for your bank in 5 easy steps:
1. Create a new account in ACH Universal
2. Complete the 'ACH Setup' (gear icon)
3. Click through the 'QuickBooks Integration' icon (creating the custom fields needed in QuickBooks)
4. Enter the banking info on the QuickBooks profiles -- for employees, vendors, and/or customers
5. Integrate with QuickBooks and create a test ACH file
For those who prefer to watch videos to 'Get Started', please use these links:
Getting Started With QuickBooks Part 1 (5m 58s)
Getting Started With QuickBooks Part 2 (5m 25s)
1. Create a new account in ACH Universal (File > New > Create)
Click on the blue 'File' tab >New Account > 'Create an Account'.
Note: If you will be setting up on a multi-user platform, you may want to hold off creating your production accounts until you have connected to the SQL backend. See the SQL instructions for our
Workgroup (SQL Express) or Enterprise (SQL Server) platform.
Then enter a name for your account. You will want to be able to identify the bank account name (e.g., Operating or Payroll). Click Next, then Finish. The software will open into the new account.
If you will be originating ACH transactions from more than one bank account, you will want to create a new account in our software for each bank account originating ACH files.
(See also Multiple Origination, covered separately, if working with numerous bank accounts.)
Congratulations. We'll be working in this account going forward.
2. ACH File Setup
If you will be testing with your bank, you will need to perform this step prior to creating the files that you send to them.
If you already signed up with your bank for ACH service, this information will be in your Welcome packet. If you have not signed up for ACH Service, you will want to contact the Treasury Management Department at your bank to start the process.
If you have been creating ACH files, but do not have the original documentation from your bank, ACH Universal can pull the Setup information from an ACH file that you have already created.
If you are unsure of the information required, follow our guidelines within the wizard below. Of course, we can't guarantee compliance with your bank, but it is a conservative approach to create a test file.
Most (basic) users can click 'Finish' to complete.
However, if any of the following apply to you, you will want to click the 'Advanced setup' radio button and then 'Next':
--If using an SEC code other than PPD (such as CCD)
--If creating an offsetting record (i.e., balanced file).
Be sure to click 'Next' until 'Finished'.
3. Start the QuickBooks Integration Wizard
Before you continue, confirm that:
--ACH Universal and QuickBooks are both running on the same computer, and
--With the QuickBooks company file open, you are logged in as the Admin for the QuickBooks company you want to work with and you are in single-user mode.
Note: The Admin login is only required for the initial integration. After that, you can login as you normally would and you can be in multi-user mode.
1. Click on the QuickBooks Integration Window.
2. Click on the flashing QuickBooks icon in your task bar.
The first time ACH Universal attempts to connect to your QuickBooks company, you will be prompted by QuickBooks to grant access.
Select the third option 'Yes, whenever this QuickBooks company file is open' and then click Continue.
Note: You can leave the bottom check box unchecked.
Success. You've now connected ACH Universal to your QuickBooks company (.qbw) file. Click 'Done'.
Once you have connected to your QuickBooks company (above), you can complete the Integration Wizard that will pop up automatically in ACH Universal. Click Next.
View the list of your QuickBooks accounts - select the bank account that will be originating the transactions.
Have more than one origination account? If so, see 'Multiple Origination' accounts, covered separately.
This next step will create three custom fields in your QuickBooks Customer, Employee and/or Vendor profiles.
Note: If you opt to keep your profiles and bank information within ACH Universal--instead of the QuickBooks profiles--select the bottom radio button and instead follow the alternate instructions.
You must be in single-user mode and logged in as the Admin during this one-time only setup step.
If you need to make any changes in QuickBooks, close ACH Universal first -then make your changes in QuickBooks.
Congratulations, you've created the custom fields. Click Finish.
ACH Universal will typically display the available transactions. However, no transactions will be displayed as we haven't entered any banking information on the customers, employees or vendor profiles.
What happens if the ACH recipient was already paid by check and the transaction appears in the window?
If this happens, you will see the check reference number showing. Highlight that row so it turns blue (click on far left), and then click 'Do Not Send -Permanent'. It will be excluded from the ACH file, and your control totals at the bottom will be adjusted.
4. Enter banking information to a test vendor
In QuickBooks, select a customer, employee or vendor that needs banking information.
In this example below, we'll enter banking information for the vendor 'Bayshore Water'.
Enter their banking information.
Note: If you know the recipient only wants to receive a check, leave the banking information blank.
Tip: The system defaults to CHK Checking and the SEC code you specified in the ACH Setup.
For the CHK/SAV field you can enter CHK for checking accounts or SAV for savings accounts.
Note: Additional options include PPD and CCD designation.
5. Create a test file
Click on the QuickBooks Integration Window icon to open it, click on 'View Transactions and select a date range that has the completed transactions in your bank register and click 'View'.
Reminder: If you are using QuickBooks 'Enter Bills / Pay Bills' - you will need to pay the bills in QuickBooks in order to include the transactions in ACH Universal.
You should now see the transactions from the profile with banking information.
Tip: Normally you will want to narrow down the date range to the date of the transactions that were processed in QuickBooks.
Click on the 'Send transactions to ACH Universal' at the bottom to create your ACH/Nacha file.
An ACH text (.txt) file will be created locally on your computer.
It will NOT be sent to your bank automatically - the ACH file is saved in the software. The bank will give you instructions for transmitting the file. Typically, you will upload it through their web portal.
Click on Yes to view the file.
This is an example of an ACH/Nacha file.
You can upload this file to your bank if you've completed all of the steps above.
Note: If you skipped the ACH Setup [gear icon], you'll see 'OPEN ITEM' within the file - do not send it to the bank.
Upload the file to your bank.
By default the file will be located in the folder:
C:\Users\Public\Treasury Software\To Bank
If you want to store the file in a different location, from the 'Create ACH File Page' icon, you can change the default location by clicking on the far right blue bar 'Change File Name/Location' and point the software to a different folder.
Need help or want to schedule a call to get setup?
Click here to schedule a Zoom setup call.
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